HomeMy WebLinkAboutItem 5j. Authorization to advertise Request for Proposal for South Broad Street Corridor Planning and Demonstration Project, Spec. No. 2001070 Item 5j
Department: Public Works
Cost Center: 5010
For Agenda of: 6/2/2026
Placement: Consent
Estimated Time: N/A
FROM: Aaron Floyd, Public Works & Utilities Director
Prepared By: Bryan Wheeler, Transportation Planner Engineer III
SUBJECT: AUTHORIZATION TO ADVERTISE REQUEST FOR PROPOSAL FOR
SOUTH BROAD STREET CORRIDOR PLANNING AND
DEMONSTRATION PROJECT, SPEC. NO. 2001070
RECOMMENDATION
1. Authorize the advertisement of a Request for Proposals for design services for the
South Broad Street Corridor Planning and Demonstration Project (Specification No.
2001070), Attachment A, in a final form approved by the City Engineer and City
Attorney; and,
2. Authorize the City Manager to execute an agreement with the selected consulting firm;
and,
3. Authorize the Finance Director to execute and amend purchase orders under the
executed consultant agreement in an amount not to exceed the available project
budget; and,
4. Authorize the Finance Director to appropriate the awarded Safe Streets for All (SS4A)
grant funds to the South Broad Street Corridor project account (2001070).
POLICY CONTEXT
The South Broad Street Area Plan was adopted by the City Council on December 2, 2014,
as part of the General Plan Land Use and Circulation Element Update.
Per Section 202-A of the City’s adopted purchasing policy, Professional Services in
excess of $150,000 require Council Approval and a formal Request for Proposal (RFP).
DISCUSSION
Background
The South Broad Street Area Plan was adopted by the City Council on December 2, 2014,
as part of the General Plan Land Use and Circulation Element Update. Since adoption,
the South Broad corridor has seen steady transformation with increased residential and
commercial development, along with increasing vehicle, pedestrian, and bicycle volumes.
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On February 6, 2024, City Council directed staff to appropriate $800k from the
Infrastructure Investment Fund to support staffing needs for the Broad Street A ctive
Transportation Plan (ATP) with the Mid-Year Budget. This provided $400k for a contract
staff position to focus on delivery of the Broad Street improvements, and $400k toward
consultant services to supplement grant funding for the project . At the April 16, 2024
council meeting, Staff was authorized to pursue Federal Safe Streets and Roads for All
funding in the amount of $500k, with a $100k local match. This funding will supplement
previously authorized budget.
In September 2024, the City was awarded a Safe Streets for All (SS4A) grant in the
amount of $400,000, requiring a $100,000 local match, administered by the Federal
Highway Administration (FHWA). These grant funds allow the City to complete:
1. A comprehensive safety assessment, including a detailed analysis of the collision
history;
2. Expanded data collection on the full corridor of Broad Street and surrounding
streets;
3. Design and build a demonstration project, using “quick build” materials such as
striping and flex posts to test roadway safety strategies identified through public
outreach including (1) enhanced bicycle lanes, (2) corner bulb-outs, (3) temporary
medians or left-turn provisions and/or prohibitions to control access, (4) road diet
elements, and (5) speed feedback signs.
After the grant was awarded, staff worked to fill the position necessary to deliver this
project. Staff further prepared the project scope and negotiated the project scope with
FHWA to satisfy the grant’s requirements. The RFP was initially intended to be presented
to Council at the November 4, 2025 meeting; however, prior to that meeting, FHWA
modified the grant agreement by adding additional terms and conditions, including
requirements to comply with various federal executive orders, which necessitated
extended legal review.
The City Attorney’s Office has now completed its review and identified a path forward.
The City’s executed grant agreement, with its qualifications on acceptance of the added
terms, is included as Attachment B.
Broad Street is further identified as a Tier 1 corridor in the City’s Active Transportation
Plan, indicating a high priority for bicycle and pedestrian improvements. It is also
classified as a High Collision Rate Roadway Segment due to a history of frequent and
severe traffic collisions involving all travel modes (vehicles, pedestrians and bicyclists).
Furthermore, recommendations for Broad Street are incorporated into the City’s Vision
Zero Action Plan, adopted by Council at the May 19, 2026 meeting.
Project Scope
Staff is requesting authorization to solicit and award a contract with a qualified
transportation planning and engineering consulting firm through a formal RFP process.
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Item 5j
The selected consultant will be responsible for preparing a corridor plan and designing a
near-term demonstration project for South Broad Street in coordination with City staff.
The consultant will prepare a comprehensive corridor plan for South Broad Street
extending from High Street to the southern City limits. This effort will include an evaluation
of existing transportation conditions, including traffic operations, safety performance, and
multimodal mobility for pedestrians and bicyclists. The analysis will incorporate collision
history, traffic data, and applicable policy guidance from adopted City documents,
including the Active Transportation Plan and Vision Zero Action Plan. The result of this
work will be a set of corridor-level recommendations intended to improve safety and
mobility for all users.
In addition to the corridor planning effort, the consultant will design a near -term
demonstration project within the segment of South Broad Street between South Street
and Orcutt Road. This demonstration project will utilize “quick-build” materials to test
potential safety and operational improvements prior to consideration of permanent capital
investments. The consultant will develop conceptual and final design plans, including
plans, specifications, and estimates (PS&E), and will incorporate community input and
findings from the corridor planning effort. Potential treatments may include r oadway
reconfiguration, protected bicycle facility elements, and targeted intersection safety
improvements designed to address identified conflict points. The data collection, public
outreach, demonstration project and the planning study will include neigh boring streets
both to the east and west of Broad to address cut-through traffic and neighborhood
concerns. Staff expects improvements to be implemented and/or recommended both on
Broad Street and on other adjacent streets as identified in the plan.
The consultant will also be responsible for supporting public engagement, environmental
clearance, and post-implementation evaluation. Public engagement will include
facilitation of a minimum of two public meetings and ongoing coordination with the Active
Transportation Committee and City Council. The consultant will assist in maintaining a
project website to support public outreach and information sharing throughout the
planning process. Environmental documentation required under the California
Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA) will
be completed as part of the project deliverables in accordance with grant requirements.
Following implementation of the demonstration project, the consultant will conduct data
collection and evaluation to assess project performance and effectiveness. This analysis
will be used to inform recommendations for future permanent improvements along the
corridor and will be incorporated into updates to the City’s Vision Zero Action Plan.
The consultant will provide technical expertise in transportation planning, engineering
design, environmental review support, and performance evaluation. City staff will retain
responsibility for overall project coordination, community communication, and grant
administration and reporting requirements.
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Previous Council or Advisory Body Action
On February 6, 2024 the City Council approved $800,000 as part of the Fiscal Year 2023-
24 Mid-year Budget Review to advance early planning for a South Broad Corridor project
to incorporate elements of the South Broad Street Area Plan and the Active
Transportation Plan.
On April 16, 2024, the City Council adopted Resolution 11492, and approved staff to
prepare and submit an application for the SS4A grant program of up to $500,000 for the
South Broad Corridor Project, with $100,000 of that being match city funds. The grant
was awarded to the City in September of 2024.
Additional money is planned in the Capital Improvement Plan for FY 2029-30, for
permanent improvements to the corridor, if warranted by the success of the
demonstration project. Possible improvements will be determined by the planning
process, but may include physically protected bicycle lanes, sidewalk and curb ramp
upgrades, raised medians, and additional intersection controls such as traffic signals
(where warranted).
Public Engagement
The scope of the RFP includes a public engagement component for the consultant to
administer, which will include, but not be limited to the following:
1. A minimum of two public meetings with residents and stakeholders along the
corridor.
2. An online presence and project portal on the City’s website, with ability to receive
public input and disseminate project data and components.
3. Presentation of the plan at a minimum of one Active Transportation Committee
meeting and one City Council meeting for review and approval.
City staff will supplement consultant-led outreach by continuing direct engagement with
residents, community partners, and stakeholders as needed. Staff have already received
inquiries from residents regarding safety concerns along the corridor, and ongoing
communication with these individuals and the broader community in that area will remain
an important component of project delivery to ensure timely and transparent updates.
Prior to implementation of the demonstration project, the City Council will have the
opportunity to review and approve the corridor plan. The demonstration pr oject will also
proceed through the City’s standard project delivery process and will require separate
Council approval prior to construction.
CONCURRENCE
The Public Works Department, Finance Department, and City Attorney have reviewed the
proposed agreement and concur with its contents. City Emergency Services will also
participate in the project, providing input during development of the corridor plan and
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reviewing the proposed demonstration project and any other improvements to ensure
operational considerations are addressed.
ENVIRONMENTAL REVIEW
There is no environmental review required with the actions requested at this time, as
release of the consultant RFP and initiation of corridor design and planning activities are
not classified as “projects” under the California Environmental Quality Act (CEQA) or the
National Environmental Policy Act (NEPA) as they will not result in either a direct physical
change or indirect physical change to the environment . Both CEQA and NEPA review
will be required with the subsequent actions to (a) adopt a formal planning document for
the South Broad Street Corridor and (b) prior to construction of any physical infrastructure
improvements, including implementation of the proposed demonstration project. CEQA
and NEPA studies, reports, and documentation are required components of the SS4A
grant deliverables will be completed as part of these forthcoming actions.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2025-26
Funding Identified: Yes
Fiscal Analysis:
On February 6, 2024, the City Council approved $800,000 to support early planning for
the South Broad Street Corridor Project, including $400,000 intended for consultant
planning support, and $400,000 for contract staffing for this effort. In September 2024,
the City was awarded a $400,000 Safe Streets for All (SS4A) grant, which requires a
$100,000 local match.
To maintain project momentum prior to execution of the grant agreement, the City
engaged an on-call consultant to complete initial traffic engineering due diligence
planning for the segment between South Street and Orcutt Road. That effort, totaling
$60,480, is now complete and will be incorporated into the broader corridor planning and
demonstration project.
Throughout 2024 and 2025, staff attempted to recrui t for contract engineering staff to
support this project effort but were initially unsuccessful in attracting qualified candidates.
In early 2026, further recruitment was successful and there is now a contract
Transportation Planner-Engineer I on board who is ready to focus on supporting the South
Broad Street project. Approximately $200,000 in project funding is reserved for this
contract staffing position.
Staff are currently awaiting final execution of the SS4A grant agreement by the Federal
Highway Administration. While there is some uncertainty regarding execution of the
agreement with the City’s incorporated clarification, the project is structured to proceed
using available local funding, if necessary, with scope adjusted accordingly to align with
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available resources. The primary benefit of the federal grant is to support implementation
of the demonstration project.
Including the SS4A grant and required local match, total project funding of $1,139,520
($939,520 when excluding funds reserved for contract staffing) will support corridor
planning, public engagement, environmental clearance, and design and construction of
the demonstration project. Funding for potential future permanent improvements is
anticipated in Fiscal Year 2029-30, as identified in the 2025-2027 Financial Plan, subject
to future Council appropriation.
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
Capital Outlay
Fund
$739,520* $0 $739,520 $0
State
Federal SSAA
Grant
$400,000 $400,000
Fees
Other:
Total $1,139,520 $0 $1,139,520 $0
*Approximately $200,000 in current Capital Outlay funds are reserved to support contract
staffing for this project and should be considered unavailable for other uses.
ALTERNATIVES
1. Reject the authorization to release an RFP for the South Broad Street Corridor
Planning and Demonstration Project. This action would hinder the City's ability to
deliver planned improvements to the South Broad Street area, that have been
approved in the financial plan. Further, the consultant support is necessary to utilize
the federal grant funds, and failing to deliver may jeopardize further grant
opportunities.
2. Direct staff to modify the RFP prior to release. Comments on the scope of the RFP
and the project at this meeting will delay the start of the consultant work, and the
project. Council and the public will have several opportunities to provide input and
guide the project at future public outreach, ATC and Council meetings. It is
recommended that council approve the RFP, but make specific language
recommendations in the council action, if necessary, to avoid further project delays
ATTACHMENTS
A - RFP for South Broad Complete Street Project-Specification No. 2001070
B - FHWA Safe Streets and Roads for All Grant Agreement
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PUBLIC WORKS DEPARTMENT
Notice Requesting Proposals for
South Broad Complete Street Planning and Demonstration Project
Specification No. 2001070
May 2026
The City of San Luis Obispo is requesting sealed proposals from qualified and interested consultants to provide
professional services in transportation planning, engineering, and environmental compliance for the South Broad
Street Complete Street Project, pursuant to Specification No. 2001070 and the Safe Streets and Roads for All (SS4A)
Grant Program . The purpose of this Request for Proposals (RFP) is to solicit proposals from consultants with
demonstrated expertise and experience in community outreach, roadway safety planning and analysis, the
preparation of PS&E documents, and the completion of environmental documentation necessary to achieve
compliance with NEPA, as required under the grant agreement. Proposals fee shall not exceed $210,000.
Description of Services:
In general, required services shall consist of various transportation planning and engineering services related to the
City’s South Broad Street Complete Streets Project. The selected consultant will lead community outreach and complete
a safety assessment to inform the development of a corridor plan with preliminary design concepts identifying both
short-term and long-term safety improvements. The consultant will also prepare PS&E documents, as well as
environmental documentation necessary to satisfy NEPA requirements, for a quick-build demonstration project that
tests low-cost, short-term safety measures identified in the corridor plan.
Proposal Submittal Deadline:
All proposals must be received by the Public Works Department at 919 Palm Street, San Luis Obispo, CA 93401 by
2:00 P.M. on June 17, 2026.
Submittals received after said time will not be considered. To guard against premature opening, each proposal shall
be submitted to the Public Works Department in a sealed envelope plainly marked with the RFP title, specification
number, consultant name, and time and date of the proposal opening. Proposals shall be submitted using the forms
provided in the specification package.
Obtaining a Specification Package
Download from the City’s Web site www.slocity.org - Doing Business / Bids & Proposals page
A list of companies that have requested a copy of the RFP is maintained on the web page.
Questions
Questions regarding this RFP or project detail information should be directed to Bryan Wheeler at
bwheeler@slocity.org or (805) 781-7190.
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Specification No. 2001070
TABLE OF CONTENTS
A. DESCRIPTION OF WORK ....................................................................................................................................... 3
B. GENERAL TERMS AND CONDITIONS .................................................................................................................. 7
PROPOSAL REQUIREMENTS ................................................................................................................................ 7
CONTRACT AWARD AND EXECUTION ................................................................................................................ 8
C. PROPOSAL CONTENT AND SELECTION PROCESS .......................................................................................... 9
PROPOSAL CONTENT ........................................................................................................................................... 9
PROPOSAL EVALUATION AND CONSULTANT SELECTION ............................................................................ 10
D. FORM OF AGREEMENT ...................................................................................................................................... 11
ACKNOWLEDGEMENT ........................................................................................................................................ 19
INSURANCE CERTIFICATE ................................................................................................................................. 19
REFERENCES ....................................................................................................................................................... 20
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS .............................................................................. 21
E. INSURANCE REQUIREMENTS: Consultant Services ........................................................................................ 22
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A. DESCRIPTION OF WORK
The City of San Luis Obispo is requesting proposals for planning and design services for the South Broad Street
Complete Street Project, a federally funded effort through the Safe Streets and Roads for All (SS4A) Grant Program,
awarded in 2024 and executed September 2025. This project aims to develop a corridor plan for Broad Street, from
High Street to the southern City Limits, that includes community outreach, a comprehensive safety assessment, and
traffic signal warrant evaluations. Additionally, the project includes the preparation of PS&E, along with environmental
documentation, to support the installation of a quick-build demonstration project along the focused segment between
South Street and Orcutt Road.
Background:
The South Broad Street Complete Street project scope includes planning, design and ultimately construction of
transportation improvements along the Broad Street corridor, with a primary focus on reducing vehicle speeds,
improving intersection crossings, and enhancing safety and accessibility for all road users, particularly people walking
and bicycling. Previous planning-level strategies identified in the South Broad Street Area Plan, General Plan
Circulation Element, Active Transportation Plan, and Draft Vision Zero Action Plan will provide the starting framework
for developing more detailed infrastructure improvement recommendations; however, a more focused planning and
preliminary design effort is necessary to guide the final design decisions for the project.
At the City’s 2023-34 Mid-Year Budget Review, the City Council directed Public Works staff to initiate planning efforts
to guide transportation improvements along the South Broad Street corridor—the segment of Broad Street generally
extending between South Street and Orcutt Road. Staff has subsequently secured funding through a federal Safe
Streets and Roads for All (SS4A) grant, which expands the limits of corridor planning efforts to include Broad Street
from High Street to the southern City Limits (just south of Farmhouse Lane), and fund a quick -build demonstration
project along the focused segment between South Street and Orcutt Road. Staff have completed preliminary traffic
operations analysis to guide the more comprehensive corridor planning study. Over the long term and depending on
budgetary constraints, potential transportation improvements to be considered include pavement maintenance,
restriping/narrowing of auto travel lanes, installation of traffic signals (where warranted), installation of a landscaped
center median, sidewalk and curb ramp upgrades, addition of protected bike lanes, street trees, landscaping and
additional streetlighting. The focus of this scope of work will be overall corridor planning and recommendations and
implementation of a quick -build demonstration project.
Scope of Work:
The City is seeking a qualified consulting firm or team to lead community engagement activities, conduct data
collection and analysis including a safety assessment and traffic signal warrant evaluation, and prepare PS&E and
environmental documentation for a quick-build demonstration project.
The selected consultant will use traffic counts, collision history, public input, and professional expertise to develop a
corridor plan for Broad Street, from High Street to the southern City Limits. The plan will include preliminary design
concepts that identify both short- and long-term safety improvements, which may include, but are not limited to,
bicycle facility enhancements, new or upgraded traffic signals, raised medians, and other treatments informed by
MUTCD warrant analysis and a circulation system review.
The consultant will also be responsible for identifying elements from the corridor plan that could be effectively
implemented as a “quick-build” demonstration project along the focused segment between South Street and Orcutt
Road, and for delivering the PS&E and environmental documentation required to support its installation.
The following list is a summary of the anticipated scope of work under this initial work effort. This is not expected to
be an all-inclusive list but an example of the necessary tasks and deliverables. Consultants are encouraged to
recommend additional work scope for completion of the intent of the project in their proposals. Proposed budgets
may not exceed $210,000 and will be considered final if selected.
Task 1: Project Initiation & Coordination
Attend kick-off meeting and field investigation with Cit y staff.
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Review background documents, including the South Broad Street Area Plan, General Plan Circulation
Element, Active Transportation Plan, Draft Vision Zero Action Plan, and other relevant materials provided by
the City.
Prepare project schedule in accordance with the Safe Streets and Roads for All (SS4A) Grant Program .
Attend project coordination meetings and conduct ongoing project management/administration duties as
needed.
All FHWA Grant reporting shall be coordinated by the City, but additio nal services may be requested for
grant administration on a time and materials basis. Federal Forms to be completed by the consultant, as
required in the grant, shall be the responsibility of the selected consultant.
Task 2: Data Collection
The consultant shall collect segment counts and peak hour intersection counts at all necessary locations to support
traffic signal warrant analysis and circulation analysis.
Additionally, the consultant will be responsible for collecting pre- and post-implementation data to evaluate the
demonstration project and fulfill grant reporting requirements. This includes:
Collecting vehicle speeds and traffic counts at all pre-project locations, including pedestrian and bicycle
counts
Conducting community surveys to qualitatively assess user comfort and perceived safety. See task 6 for
additional community outreach required in this task.
Data Collection Locations
The following lists provide a preliminary scope for data collection and are not all-inclusive. Final data collection
locations will be finalized during the project kick-off meeting with the City and the selected consultant. Therefore, the
below lists shall provide an order of magnitude estimate for proposal preparation.
48-Hour Roadway Segment Counts:
Broad: High to South
Broad: South to Lawrence
Broad: Lawrence to Orcutt
Broad: Orcutt to Capitolio
Broad: Capitolio to Industrial
Broad: Industrial to Tank Farm
Broad: Tank Farm to Fuller
Broad: Fuller to Aero
Broad: Aero to City Limits
All relevant Victoria, Woodbridge, Lawrence,
Meadow, Rockview and Sacramento
segments, as agreed in project kickoff.
All segment count locations shall include pedestrian and bicycle counts, truck/heavy vehicle percentage, and 85 th
percentile speed data.
Weekday Peak Hour (AM, MD, & PM) Intersection Counts:
Broad/High
Broad/South/Santa Barbara
Broad/Woodbridge
Broad/Orcutt
Broad/Rockview
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Broad/Capitolio
Broad/Industrial
Broad/Tank Farm
Broad/Aerovista
Broad/Aero
Broad/Airport
Broad/Farmhouse
All relevant Broad Street intersections between High and City Limits (Sandercock/Chorro,
Branch, Funston, Alphonso, Caudill, Francis, Mitchell, Humbert, Lawrence, Stoneridge,
Perkins, Mutsuhito, Sweeney, El Capitan, Fiero, Fuller) and all other relevant Victoria,
Woodbridge, Lawrence, Meadow, Rockview and Sacramento intersections, as agreed in
project kickoff.
All intersection counts shall include pedestrian and bicycle counts. The City has collected data on Broad between
South and Orcutt as part of a separate planning effort. This data will be available to the selected consultant.
Task 3: Traffic Signal Warrant & Circulation Analysis
Conduct a traffic signal warrant analysis, at a maximum of 3x locations discussed in project kickoff, and prepare a
memorandum outlining potential impacts on adjacent circulation network. The City has performed signal warrant
analysis at several intersections along the corridor, and that data will be available to the selected consultant.
Task 4: Corridor Safety Assessment
Conduct a comprehensive corridor safety assessment, including:
A detailed analysis of the collision history, using collision data provided by the City.
Solicit and oversee an independent corridor safety audit to further justify improvement types and locations.
Proposals shall include methodology proposed to conduct this safety assessment. The assessment is a grant
requirement.
Task 5: Corridor Plan Development
Upon completion of Tasks 2-4, the consultant shall use traffic counts, collision history, public input, and professional
expertise to develop a Broad Street Corridor Plan, from High Street to the southern City Limits. The plan will include
preliminary design concepts (approximately 5–10% design level) that identify both short- and long-term safety
improvements, which may include, but are not limited to, bicycle facility enhancements, new or upgraded traffic
signals, raised medians, and other treatments informed by MUTC D warrant analysis and a circulation system review.
Task 6: Community Outreach and Engagement
The consultant will lead community outreach efforts to inform the development of the corridor plan and gather input
on the draft plan. City staff will support these efforts by maintaining the project website and managing online surveys.
The consultant will be responsible for presenting at public meetings and assisting in the preparation of outreach
materials.
Initial outreach will focus on identifying community concerns and priorities to help shape the corridor plan. After the
draft plan is developed, the consultant will conduct additional outreach to present the draft and collect further
community feedback. This outreach will be in the form of a community survey, and the proposal shall include the
methodology proposed to solicit community input. There will be the requirement for two surveys, one (x1) during
project development, and one (x1) post demonstration project installation.
The consultant will lead a minimum of two public meetings, with City staff providing support. In addition, the consultant
will attend at least one Active Transportation Committee meeting and one City Council meeting to present the draft
plan for review and approval.
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Task 7: Demonstration Project PS&E (Including Environmental Clearance)
The consultant will prepare PS&E for a quick-build demonstration project along the focused segment between South
Street and Orcutt Road. This project will implement low-cost, short-term safety improvements identified through the
planning process and community input, and will be constructed within the timeline specified by the SS4A grant. The
consultant will complete all necessary environmental studies and documentation to ensure compliance with NEPA
and CEQA requirements, as required by the SS4A grant. In addition, the consultant will also be responsible for
providing construction support during the bidding process and throughout construction.
Task 8: After-Project Data Collection
Following implementation of the demonstration project, the consultant shall conduct a second round of data collection
that mirrors the initial (pre-project) efforts. Post-project data scope will be finalized in coordination with the City during
the project kickoff meeting. This post-project data will be essential for evaluating project outcomes, meeting grant
reporting requirements, and guiding the development of future permanent improvements along the corridor. See task
6 for additional community outreach required in this task.
Task 9: Documentation of Findings and Recommendations
Consultant shall summarize the findings from the corridor planning activities for Broad Street (from High Street to the
southern City Limits) and demonstration project activities for the focused segment (between South Street and Orcutt
Road) in a clear, report-style format. This documentation will be used by the City to inform future design decisions
and will be incorporated into the Vision Zero Action Plan, in accordance with the SS4A grant requirements.
Agreement Management:
The selected consultant will be expected to assign a single point person who understands the overall project and can
manage work efforts associated with it.
Initial Project Timeline
Contract Approval to November 30, 2026 (Tasks 1, 2, 3 and 4)
December 1, 2026 – May 31, 2027 (Task 5 and 6)
June 1, 2027 – June 1, 2030 (Task 7, 8 and 9)
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B. GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (Consultant) shall meet all
of the terms, and conditions of the Request for Proposals (RFP) specifications package. By virtue of its proposal
submittal, the Consultant acknowledges agreement with and accepta nce of all provisions of the RFP
specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and
accompanied by any other required submittals or supplemental materials. Unless noted otherwise, provide a
minimum of 3 copies. Proposal documents shall be enclosed in an envelope that shall be sealed and addressed
to the Public Works Department, City of San Luis Obispo, 919 Palm Street, San Luis Obispo, CA, 93401. Each
proposal submittal shall include one electronic copy of the proposal, submitted in Adobe Acrobat format on CD
or flash drive. In order to guard against premature opening, the proposal should be clearly labeled with the
proposal title, specification number, name of Consultant, and date and tim e of proposal opening. No FAX
submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the Consultant’s insurance coverage during
proposal evaluation; as discussed under paragraph 13 below, endorsements are not required until contract
award. The City’s insurance requirements are detailed in Section F.
4. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form
provided in the RFP package.
5. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past
government disqualifications on the form provided in the RFP package.
6. Proposal Withdrawal and Opening. A Consultant may withdraw its proposal, without prejudice prior to the time
specified for the proposal opening, by submitting a written request to the City Engineer for its withdrawal, in which
event the proposal will be returned to the Consultant unopened. No proposal received after the time specified or
at any place other than that stated in the "Notice Requesting Proposals" will be considered. All proposals will be
opened and declared publicly. Consultants or their representatives are invited to be present at the opening of
the proposals.
7. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file,
or to be interested in more than one proposal, except an alternative proposal when specifically requested;
however, an individual or business entity that has submitted a sub-proposal to a Consultant submitting a proposal,
or who has quoted prices on materials to such Consultant, is not thereby disqualified from submitting a sub-
proposal or from quoting prices to other Consultants submitting proposals.
8. Communications. All timely requests for information submitted in writing will receive a written response from
the City. Telephone communications with City staff are not encouraged, but will be permitted. However, any
such oral communication shall not be binding on the City.
9. Alternative Proposals. When specifically requested, the proposer may submit an alternative pro posal (or
proposals) that it believes will also meet the City's project objectives but in a different way. In this case, the
proposer must provide an analysis of the advantages and disadvantages of each of the alternatives, and discuss
under what circumstances the City would prefer one alternative to the other(s). If an alternative proposal is
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submitted, the maximum length of the proposal may be expanded proportionately by the number of alternatives
submitted.
CONTRACT AWARD AND EXECUTION
10. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for
examination and comparison. The City also reserves the right to waive non substantial irregularities in any
proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to
the extent that proposals are qualified by specific limitations. See the "Special Terms and Conditions" in Section
C of these specifications for proposal evaluation and contract award criteria.
11. Competency and Responsibility of Consultant. The City reserves full discretion to determine the competence
and responsibility, professionally and/or financially, of Consultants. Consultants will provide, in a timely manner,
all information that the City deems necessary to make such a decision.
12. Contract Requirement. The Consultant to whom award is made (Consultant) shall execute a written contract
with the City within ten (10) calendar days after notice of the award has been sent by mail t o it at the address
given in its proposal. The contract shall be made in the form adopted by the City and incorporated in these
specifications.
13. Insurance Requirements. The Consultant shall provide proof of insurance in the form, coverages and amounts
specified in Section F of these specifications within 10 (ten) calendar days after notice of contract award as a
precondition to contract execution.
14. Business License & Tax. The Consultant must have a valid City of San Luis Obispo business license and tax
certificate before execution of the contract. Additional information regarding the City's business license and tax
program may be obtained by calling (805) 781-7134.
15. Failure to Accept Contract. The following will occur if the Consultant to whom the award is made (Consultant)
fails to enter into the contract: the award will be annulled; any bid security will be forfeited in accordance with the
special terms and conditions if a Consultant's bond or security is required; and an award may be made to the
next highest ranked Consultant with whom a responsible compensation is negotiated, who shall fulfill every
stipulation as if it were the party to whom the first award was made.
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C. PROPOSAL CONTENT AND SELECTION PROCESS
PROPOSAL CONTENT
1. Submittal Forms
a. Acknowledgement
b. Insurance Certificate
c. References
d. Statement of Past Disqualifications
2. Qualifications
a. Experience of your firm in performing similar services
b. Experience of the staff to be assigned to the project in performing similar services
c. Redundancy in the company of staff experienced in this type of work
d. Resumes of the individuals who would be assigned to this project, including any known sub-consultants
e. Statement and explanation of any instances where your firm has been removed from a project or
disqualified from proposing on a project
f. Standard hourly billing rates for consultant and sub-consultant staff
g. Detailed list of standard services available directly from the company
3. Work Program
a. Description of your approach to completing the work
b. Services or data anticipated to be provided by the City
c. Any other information that would assist us in making this contract award decision
4. Proposal Length and Copies
a. Proposals should be the minimum length to provide the required information. Charts and other short form
approaches to conveying information are encouraged.
b. 3 copies of the proposal must be submitted.
c. 1 PDF format electronic copy must be submitted.
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PROPOSAL EVALUATION AND CONSULTANT SELECTION
Proposals will be evaluated by a review committee and contract award process as follows:
1. Written Proposal Review/Finalist Candidate Selection
Proposals will be reviewed by a selection committee and ranked in accordance with the responsiveness,
qualifications and understanding of the Consultant relative to these specification requirements. A group of finalist
(short list) may be selected for follow-up requests for information or interviews before a final ranking is
determined.
Contract award will be based on a combination of factors that represent the best overall value for completing the
work scope as determined by the City. The proposals will be ranked based upon:
- Responsiveness and understanding of the project, 40%
- Previous project experience, 20%
- Proposed timeframe and schedule, 20%
- Proposed project cost, 20%
2. Proposal Review and Award Schedule
The following is an outline of the anticipated schedule for proposal review and contract award:
Issue RFP .................................................................... 5/21/26
Receive proposals ................................................... 6/17/2026
Complete proposal evaluation ................................... 7/1/2026
Award contract ........................................................... 7/8/2026
Execute contract .......................................................... 7/15/26
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D. FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on _____________ by and
between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and
[CONSULTANT’S NAME IN CAPITAL LETTERS], hereinafter referred to as Consultant.
W I T N E S S E T H
WHEREAS, on [DATE], requested proposals for South Broad Complete Street Planning and Demonstration
Project per Specification No. 2001070.
WHEREAS, pursuant to said request, Consultant submitted a proposal that was accepted by City for said services.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the
parties hereto agree as follows:
DELETE UNNECESSARY SECTIONS
1. Contract Term. The term of this agreement shall be from the date this Agreement is made and entered, as
first written above, until the completion of services identified in this agreement.
2. Work Delays. Should the Consultant be obstructed or delayed in the work required to be done hereu nder by
changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other
Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions
arising out of defense or war programs, then the time of completion may, at the City's sole option, be extended
for such periods as may be agreed upon by the City and the Consultant. In the event that there is insufficient
time to grant such extensions prior to the completion date of the contract, the City may, at the time of
acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time,
due to any of the above, after hearing evidence as to the reasons for such delay, and making a findi ng as to
the causes of same.
3. Termination for Cause. If, during the term of the contract, the City determines that the Consultant is not
faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of
such defect or failure to perform. This notice must give the Consultant a 10 (ten) calendar day notice of time
thereafter in which to perform said work or cure the deficiency.
If the Consultant has not performed the work or cured the deficiency within the ten days specified in the
notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by
written notice to the Consultant to said effect. Thereafter, neither party shall have any further duties,
obligations, responsibilities, or rights under the contract except, however, any and all obligations of the
Consultant's surety shall remain in full force and effect, and shall not be extin guished, reduced, or in any
manner waived by the termination thereof.
In said event, the Consultant shall be entitled to the reasonable value of its services performed from the
beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus
any offset from such payment representing the City's damages from such breach. "Reasonable value"
includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or
completed by the Consultant as may be set forth in the Agreement payment schedule; compensation for any
other work, services or goods performed or provided by the Consultant shall be based solely on the City's
assessment of the value of the work-in-progress in completing the overall workscope.
The City reserves the right to delay any such payment until completion or confirmed abandonment of the
project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of
costs. In no event, however, shall the Consultant be entitled to receive in excess of the compensation quoted
in its proposal.
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4. Termination for Convenience. The City also reserves the right to terminate the contract for convenience,
providing a 30 (thirty) calendar day notice, at any time upon a determination by the Director that termination
of the contract is in the best interest of the City. Upon termination notice from the City, Consultant must,
unless otherwise directed, cease work and follow the City’s directions as t o work in progress and finished
goods. For termination of any services pursuant to this Agreement, the City’s liability will be the lesser of a
reasonable price for the services rendered prior to termination.
5. Ability to Perform. The Consultant warrants that it possesses, or has arranged through subcontracts, all
capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work
hereunder in compliance with any and all applicable federal, state, county, city, and spe cial district laws,
ordinances, and regulations.
6. Sub-contract Provisions. No portion of the work pertinent to this contract shall be subcontracted without
written authorization by the City, except that which is expressly identified in the Consultant’s p roposal. Any
substitution of sub-consultants must be approved in writing by the City. For any sub-contract for services in
excess of $25,000, the subcontract shall contain all provisions of this agreement.
7. Contract Assignment. The Consultant shall not assign, transfer, convey or otherwise dispose of the contract,
or its right, title or interest, or its power to execute such a contract to any individual or business entity of any
kind without the previous written consent of the City.
8. Inspection. The Consultant shall furnish City with every reasonable opportunity for City to ascertain that the
services of the Consultant are being performed in accordance with the requirements and intentions of this
contract. All work done and all materials furnished, if any, shall be subject to the City's inspection and
approval. The inspection of such work shall not relieve Consultant of any of its obligations to fulfill its contract
requirements.
9. Record Retention and Audit. For the purpose of determining compliance with various laws and regulations
as well as performance of the contract, the Consultant and sub-consultants shall maintain all books,
documents, papers, accounting records and other evidence pertaining to the performance of the contract,
including but not limited to the cost of administering the contract. Materials shall be made available at their
respective offices at all reasonable times during the contract period and for three years from the date of final
payment under the contract. Authorized representatives of the City shall have the option of inspecting and/or
auditing all records. For Federally funded projects, access to records shall also include authorized
representatives of the State and Federal government. Copies shall be furnished if requested.
10. Conflict of Interest. The Consultant shall disclose any financial, business, or other relationship with the City
that may have an impact upon the outcome of this contract, or any ensuing City construction project. The
Consultant shall also list current clients who may have a financial interest in the outcome of this contract, or
any ensuing City construction project which will follow. The Consultant staff shall provide a Conflict of Interest
Statement where determined necessary by the City.
The Consultant covenants that it presently has no interest, and shall not acquire any interest —direct, indirect
or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The
Consultant further covenants that, in the performance of this work, no sub-consultant or person having such
an interest shall be employed. The Consultant certifies that no one who has or will have any financial interest
in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the
performance of the work hereunder, the Consultant shall at all times be deemed an independent Consultant
and not an agent or employee of the City.
11. Rebates, Kickbacks or Other Unlawful Consideration. The Consultant warrants that this contract was not
obtained or secured through rebates, kickbacks or other unlawful consideration, either promised or paid to
any City employee. For breach or violation of the warranty, the City shall have the right in its discretion; to
terminate the contract without liability; to pay only for the value of the work actually performed; to deduct from
the contract price; or otherwise recover the full amount of such rebate, kickback or other unlawful
consideration.
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12. Covenant Against Contingent Fees. The Consultant warrants by execution of this contract that no person or
selling agency has been employed, or retained, to solicit or secure this contract upon an agreement or
understanding, for a commission, percentage, brokerage, or contingent fee, exce pting bona fide employees
or bona fide established commercial or selling agencies maintained by the Consultant for the purpose of
securing business. For breach or violation of this warranty, the City has the right to annul this contract without
liability; pay only for the value of the work actually performed, or in its discretion, to deduct from the contract
price or consideration, or otherwise recover the full amount of such commission, percentage, brokerage, or
contingent fee.
13. Compliance with Laws and Wage Rates. The Consultant shall keep itself fully informed of and shall observe
and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances,
regulations and adopted codes during its performance of the work. This includes compliance with prevailing
wage rates and their payment in accordance with California Labor Code. For purposed of this paragraph,
“construction” includes work performed during the design and preconstruction phases of construction,
including but not limited to, inspection and land surveying work.
14. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Consultant is
required to pay within the scope of Consultant’s performance of the contracted services.
15. Permits, Licenses and Filing Fees. The Consultant shall procure all permits and licenses, pay all charges
and fees, and file all notices as they pertain to the completion of the Consultant’s work. The City will pay all
application fees for permits required for the completion of the project including building and regulatory permit
application fees. Consultant will provide a 10 day notice for the City to issue a check.
16. Safety Provisions. The Consultant shall conform to the rules and regulations pertainin g to safety established
by OSHA and the California Division of Industrial Safety.
17. Public and Employee Safety. Whenever the Consultant's operations create a condition hazardous to the
public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such
fences, temporary railings, barricades, lights, signs and other devices and take such other protective
measures as are necessary to prevent accidents or damage or injury to the public and employees.
18. Preservation of City Property. The Consultant shall provide and install suitable safeguards, approved by the
City, to protect City property from injury or damage. If City property is injured or damaged resulting from the
Consultant's operations, it shall be replaced or restored at the Consultant's expense. The facilities shall be
replaced or restored to a condition as good as when the Consultant began work.
19. Immigration Act of 1986. The Consultant warrants on behalf of itself and all sub-consultants engaged for the
performance of this work that only persons authorized to work in the United States pursuant to the
Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance
of the work hereunder.
20. Consultant Non-Discrimination. In the award of subcontracts or in performance of this work, the Consultant
agrees that it will not engage in, nor permit such sub-consultants as it may employ, to engage in discrimination
in employment of persons on any basis prohibited by State or Federal law.
21. Accuracy of Specifications. The specifications for this project are believed by the City to be accurate and to
contain no affirmative misrepresentation or any concealment of fact. Consultants are cautioned to undertake
an independent analysis of any test results in the specifications, as City does not guaranty the accuracy of
its interpretation of test results contained in the specifications package. In preparing its proposal, the
Consultant and all sub-consultants named in its proposal shall bear sole responsibility for proposal
preparation errors resulting from any misstatements or omissions in the specifications that could easily have
been ascertained by examining either the project site or accurate test data in the City's possession. Although
the effect of ambiguities or defects in the specifications will be as determined by law, any patent ambiguity
or defect shall give rise to a duty of Consultant to inquire prior to proposal submittal. Failure to so inquire
shall cause any such ambiguity or defect to be construed against the Consultant. An ambiguity or defect
shall be considered patent if it is of such a nature that the Consultant, assuming reasonable skill, ability and
diligence on its part, knew or should have known of the exis tence of the ambiguity or defect. Furthermore,
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failure of the Consultant or sub-consultants to notify City in writing of specification defects or ambiguities prior
to proposal submittal shall waive any right to assert said defects or ambiguities subsequen t to submittal of
the proposal.
To the extent that these specifications constitute performance specifications, the City shall not be liable for
costs incurred by the successful Consultant to achieve the project’s objective or standard beyond the
amounts provided therefor in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged ambiguity
or defect in the specifications, or any other matter whatsoever, Consultant shall immediately notify the City
in writing, and the Consultant and all sub-consultants shall continue to perform, irrespective of whether or not
the ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not a change order,
time extension, or additional compensation has been granted by City. Failure to provide the hereinbefore
described written notice within one (1) working day of Consultant's becoming aware of the facts giving rise
to the dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity in
the plans or specifications concerning the dispute.
22. Hold Harmless and Indemnification.
(a) Non-design, non-construction Professional Services: To the fullest extent permitted by law (including,
but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend,
and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City
Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments,
or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the
Consultant’s performance or Consultant’s failure to perform its obligations under this Agreeme nt or out
of the operations conducted by Consultant, including the City’s active or passive negligence, except for
such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the
City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from
Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City
Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including
reasonable legal fees, incurred in defense of such claims.
(b) Non-design, construction Professional Services: To the extent the Scope of Services involve a
“construction contract” as that phrase is used in Civil Code Section 2783, this paragr aph shall apply in
place of paragraph A. To the fullest extent permitted by law (including, but not limited to California Civil
Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and
its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against
any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable
legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or
Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted
by Consultant, except for such loss or damage arising from the active negligence, sole negligence or
willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit,
or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant
shall provide a defense to the City Indemnitees or at the Cit y’s option, reimburse the City Indemnitees
their costs of defense, including reasonable legal fees, incurred in defense of such claims.
(c) Design Professional Services: In the event Consultant is a “design professional”, and the Scope of
Services require Consultant to provide “design professional services” as those phrases are used in Civil
Code Section 2782.8, this paragraph shall apply in place of paragraphs A or B. To the fullest extent
permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8) Consultant
shall indemnify, defend and hold harmless the City and its elected officials, officers, employe es,
volunteers and agents (“City Indemnitees”), from and against all claims, damages, injuries, losses, and
expenses including costs, attorney fees, expert consultant and expert witness fees arising out of,
pertaining to or relating to, the negligence, recklessness or willful misconduct of Consultant, except to
the extent caused by the sole negligence, active negligence or willful misconduct of the City. Negligence,
recklessness or willful misconduct of any subcontractor employed by Consultant shall be conc lusively
deemed to be the negligence, recklessness or willful misconduct of Consultant unless adequately
corrected by Consultant. In the event the City Indemnitees are made a party to any action, lawsuit, or
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other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant
shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees
their costs of defense, including reasonable legal fees, incurred in defense of such claims. In no event
shall the cost to defend charged to Consultant under this paragraph exceed Consultant’s proportionate
percentage of fault. However, notwithstanding the previous sentence, in the event one or more
defendants is unable to pay its share of defense co sts due to bankruptcy or dissolution of the business,
Consultant shall meet and confer with other parties regarding unpaid defense costs.
(d) The review, acceptance or approval of the Consultant’s work or work product by any indemnified party
shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section
survives completion of the services or the termination of this contract. The provisions of this Section are
not limited by and do not affect the provisions of this contract relating to insurance. Contractor’s
indemnification obligations under this section extend to any claims arising out of or related to the
negligence, recklessness, or willful misconduct of any sub-consultants/ subcontractors.
23. Non-Exclusive Contract. The City reserves the right to contract for the services listed in this proposal from
other consultants during the contract term.
24. Standards. Documents shall conform to City Standards and City furnished templates shall be used.
25. Consultant Endorsement. Technical reports, plans and specifications shall be stamped and signed by the
Consultant where required.
26. Required Deliverable Products and Revisions. The Consultant will be required to provide documents
addressing all elements of the workscope. Plans shall be prepared using City’s standardized title blocks and
coversheets. Draft plans may be submitted for review using either the full 24x36, 22x34, or a reduced 11x17
format. Consultant shall ensure that drawings and notes are clearly legible if using the reduced
format. Specifications and bid documents shall conform to standard City formats unless authorized. The
City’s current Standard Specifications and Engineering Standards must be incorporated where applicable.
City staff will review any documents or materials provided by the Consultant and, where necessary, the
Consultant will respond to staff comments and make such changes as deemed appropriate. Submittals shall
include the previous marked up submittal (returned to the Consultan t) to assist in the second
review. Changes shall be made as requested or a notation made as to why the change is not appropriate.
2 copies of the draft preliminary reports, technical studies and 50% plans and estimate
1 copy of the final preliminary reports, technical studies plus markups
3 copies of the 90% plans, specifications and estimate plus 50% markups
1 copy of the 100% plans, specifications and estimate plus 90% markups
1 copy of the final plans, specifications and estimates plus 100% markups
1 copy of the final record drawings after construction
Draft reports and plan submittals shall be submitted as paper copies.
Final documents shall be submitted as camera-ready original, unbound, each page printed on only one side,
including any original graphics in place and scaled to size, ready for reproduction AND one electronic copy
submitted in Adobe Acrobat format including all original stamps and signatures.
In the event the City will be compiling the final specifications, incorporating the Consultant’s work, the final
specifications will also be required to be submitted in Microsoft Word format.
In the event the Cit y will be completing the Record Drawings, the final plans will also be required to be
submitted in AutoCAD.
27. Ownership of Materials. Upon completion of all work under this contract, ownership and title to all reports,
documents, plans (including PDFs and AutoCAD files), specifications, and estimates produced as part of this
contract will automatically be vested in the city and no further agreement will be necessary to transfer
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ownership to the City. The Consultant shall furnish the City all necessary copies of data needed to complete
the review and approval process.
It is understood and agreed that all calculations, drawings and specifications, whether in hard copy or
machine readable form, are intended for one-time use in the construction of the project for which this contract
has been entered into.
The Consultant is not liable for claims, liabilities, or losses arising out of, or connected with the modification,
or misuse by the City of the machine-readable information and data provided by the Consultant under this
agreement. Further, the Consultant is not liable for claims, liabilities, or losses arising out of, or connected
with any use by City of the project documentation on other projects, except such use as may be authorized
in writing by the Consultant.
28. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by
or assembled by the Consultant as part of the work or services under these specifications shall be the
property of City and shall not be made available to any individual or organization by the Consultant without
the prior written approval of the City.
The Consultant shall not issue any news release or public relations item of any nature, whatsoever, regarding
work performed or to be performed under this contract without prior review of the contents thereof by the City
and receipt of the City’s written permission.
29. Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications,
or any other material in addition to what the Consultant is required to furnish in limited quantities as part of
the work or services under these specifications, the Consultant shall provide such additional copies as are
requested, and City shall compensate the Consultant for the costs of duplicating of such copies at the
Consultant's direct expense.
30. Attendance at Meetings and Hearings. As part of the workscope and included in the contract price is
attendance by the Consultant at up to 1 public meeting to present and discuss its findings and
recommendations. Consultant shall attend as many "working" meetings with staff as necessary in performing
workscope tasks.
31. Requests for Review. The Consultant shall respond to all requests for submittal review or contractor RFI’s
within two weeks of receipt of the information from the City.
32. Project Proposal Submittal. Upon completion of the project scoping meeting, the Consultant shall submit a
proposed workscope, compensation and schedule within 10 working days. The cost proposal shall include
all costs including miscellaneous direct cost items.
33. Consultant Invoices. The Consultant shall deliver a monthly invoice to the City, itemized by project work
phase or, in the case of on-call contracts, by project title. Invoice must include a breakdown of hours billed
and miscellaneous charges and any sub-consultant invoices, similarly broken down, as supporting detail. For
purposes of City fiscal year auditing, invoices for work through June 30th of any year must be delivered to the
City by the second full week of July. If the June invoice is not received, the consult must combine work
completed in June and July into one July invoice for payment.
34. Payment. For providing services as specified in this Agreement, Ci ty will pay and Consultant shall receive
therefore compensation in a total sum not to exceed the individual agreed upon project fee. Should the
Consultant’s designs, drawings or specifications contain errors or deficiencies, the Consultant shall be
required to correct them at no increase in cost to the City.
For on-call services, the City will pay and the Consultant shall receive compensation as agreed to on a project
by project basis.
The Consultant shall be reimbursed for hours worked at the hourly rates set forth in Consultant’s proposal
attached to this agreement. Hourly rates include direct salary costs, employee benefits, overhead and fee. In
addition, the Consultant shall be reimbursed for direct costs other than salary and vehicle cost that have been
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identified and are attached to this agreement. The Consultant’s personnel shall be reimbursed for per diem
expenses at a rate not to exceed that currently authorized for State employees under State Department of
Personnel Administration rules.
35. Payment Terms. The City's payment terms are 30 days from the receipt and approval by the City of an
original invoice and acceptance by the City of the materials, supplies, equipment or services provided by the
Consultant (Net 30).
36. Resolution of Disputes. Any dispute, other than audit, concerning a question of fact arising under this contract
that is not disposed of by agreement shall be decided by a committee consisting of the City’s Project Manager
and the City Director of Public Works, who may consider written or verbal information submitted by the
Consultant. Not later than thirty days after completion of all deliverables necessary to complete the plans,
specifications and estimate, the Consultant may request review by the City Council of unresol ved claims or
disputes, other than audit, in accordance with Chapter 1.20 Appeals Procedure of the Municipal Code.
Any dispute concerning a question of fact arising under an audit of this contract that is not disposed of by
agreement, shall be reviewed by the City’s Finance Director. Not later than 30 days after issuance of the
final audit report, the Consultant may request a review by the City’s Chief Fiscal Officer of unresolved audit
issues. The request for review must be submitted in writing.
Neither the pendency of a dispute, nor its consideration by the City will excuse the consultant from full and
timely performance in accordance with the terms of this contract.
37. Agreement Parties.
City: Bryan Wheeler
City of San Luis Obispo
919 Palm Street
San Luis Obispo, CA 93401
Consultant:
All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or
certified mail addressed as shown above.
38. Incorporation by Reference. City Request for Proposals, Specification No. 2001070 and Consultant's
proposal dated XXXX, 2025 is attached to and made a part of this Agreement. Should there be any conflict
between terms set forth in the City Request for Proposals Specification No. 2001070 and Consultant’s
proposal dated XXXX, 2025, the terms in this agreement and City Request for Proposals Specification No.
2001070 will govern.
39. Amendments. Any amendment, modification or variation from the terms of this Agreement shall be in writing
and shall be effective only upon approval by the City Engineer.
40. Working Out of Scope. If, at any time during the project, the consultant is directed to do work by persons
other than the City Project Manager and the Consult ant believes that the work is outside of the scope of the
original contract, the Consultant shall inform the Project Manager immediately. If the Project Manager and
Consultant both agree that the work is outside of the project scope and is necessary to the successful
completion of the project, then a fee will be established for such work based on Consultant's hourly billing
rates or a lump sum price agreed upon between the City and the Consultant. Any extra work performed by
Consultant without prior written approval from the City Project Manager shall be at Consultant's own
expense.
41. Complete Agreement. This written agreement, including all writings specifically incorporated herein by
reference, shall constitute the complete agreement between the parties hereto. No oral agreement,
understanding or representation not reduced to writing and specifically incorporated herein shall be of any
force or effect, nor shall any such oral agreement, understanding or representation be binding upon the
parties hereto. For and in consideration of the payments and agreements hereinbefore mentioned to be
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made and performed by City, Consultant agrees with City to do everything required by this Agreement, the
said specification and incorporated documents.
42. Governing Law. Any action arising out of this Agreement shall be brought in the Superior Court of San Luis
Obispo County, California, regardless of where else venue may lie. The validity, interpretation, construction
and performance of this Agreement, and all acts and transactions pursuant hereto and the rights and
obligations of the Parties hereto shall be governed, construed and interpreted in accordance with the laws of
the State of California, without giving effect to principles of conflicts of law.
43. Authority to Execute Agreement. Both City and Consultant do covenant that each individual executing this
agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for
such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first
above written.
CITY OF SAN LUIS OBISPO: CONSULTANT:
___________________________________
Name of Company
___________________________________
Whitney McDonald, City Manager By:
Name of CAO/President
Its: CAO/President
APPROVED AS TO FORM:
___________________________________
Christine Dietrick, City Attorney
(2nd signature required if Corporation):
________________________________
By:
Name of Corporate Officer
Its: ____________________
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E. PROPOSAL SUBMITTAL FORMS
(Note: These forms are available in Word format – Request via email)
ACKNOWLEDGEMENT
The undersigned declares that she or he:
Has carefully examined Specification No. 2001070
Is thoroughly familiar with its content
Is authorized to represent the proposing firm; and
Agrees to perform the work as set forth in the specification and this proposal.
Firm Name and Address:
Contact Name:
Email:
Fax: Phone:
Signature of Authorized Representative:
Date:
INSURANCE CERTIFICATE
Insurance Company’s A.M. Best Rating
Certificate of insurance attached
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REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under the present
business name: _________
Provide a short description of the last three contracts performed by your firm that demonstrate your ability to provide
the services included with the scope of the specifications. Attach additional detailed information in your proposal.
The City reserves the right to contact each of the references listed for additional information regarding your firm's
qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone & Email
Street Address
City, State, Zip Code
Date of Services
Contract Amount
Description of Services
Project Outcome
Reference No. 2
Customer Name
Contact Individual
Telephone & Email
Street Address
City, State, Zip Code
Date of Services
Contract Amount
Description of Services
Project Outcome
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Reference No. 3
Customer Name
Contact Individual
Telephone & Email
Street Address
City, State, Zip Code
Date of Services
Contract Amount
Description of Services
Project Outcome
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The Consultant shall state whether it or any of its officers or employees who have a proprietary interest in it, has
ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local
government project because of the violation of law, a safety regulation, or for any other reason, including but not
limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the
circumstances.
Do you have any disqualification as described in the above paragraph to declare? Yes No
If yes, explain the circumstances.
Executed on ______________________at _______________________________________ under penalty of
perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Consultant Representative
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E. INSURANCE REQUIREMENTS: Consultant Services
The Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to
persons or damages to property which may arise from or in connection with the perf ormance of the work hereunder
by the Consultant, its agents, representatives, employees or sub-consultants.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 20 10 Prior to 1993 or
CG 20 10 07 04 with CG 20 37 10 01 or the exact equivalent as determined by the City).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If
Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate
limit shall apply separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and
approved by the City. At the option of the City, either: the insurer shall reduce or eliminate suc h deductibles or
self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Consultant shall
procure a bond guaranteeing payment of losses and related investigations, claim administration and defense
expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed
to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as r espects:
liability arising out of activities performed by or on behalf of the Consultant; products and completed operations
of the Consultant; premises owned, occupied or used by the Consultant; or automobiles owned, leased, hired
or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection
afforded to the City, its officers, official, employees, agents or volunteers.
2. For any claims related to this project, the Consultant's insurance coverage shall be primary insurance as
respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self -insurance
maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the
Consultant's insurance and shall not contribute with it.
3. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is
brought, except with respect to the limits of the insurer's liability.
4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended,
voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written
notice by certified mail, return receipt requested, has been given to the City. The Consultant agrees to notify
the City in the event that the policy is suspended, voided or reduced in coverage or limits. A minimum of 30
days prior written notice by certified mail, return receipt requested, will be provided.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than
A:VII.
Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance of
the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage
required by this clause must also be provided. The endorsements are to be signed by a person authorized by that
insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work
commences.
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1.Federal Award No.2.Effective Date
See No. 16 Below
3.Assistance
Listings No.
20.939
4.Award To
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Unique Entity Id.: VCUGK243NQ71
TIN No.: 95-6000781
5.Sponsoring Office
U.S. Department of Transportation
Federal Highway Administration
Office of Safety
1200 New Jersey Avenue, SE
HSSA-1, Mail Drop E71-117
Washington, DC 20590
6.Period of Performance
June 1, 2025 – May 31, 2030
7.Total Amount
Federal Share:
Recipient Share:
Other Federal Funds:
Other Funds:
Total:
$400,000
$100,000
$0
$0
$500,000
8.Type of Agreement
Grant
9.Authority
Section 24112 of the Infrastructure Investment
and Jobs Act (IIJA, Pub. L. 117–58, November
15, 2021)
10.Procurement Request No.
[insert PR Number]
11.Federal Funds Obligated
Base Phase (Pre-NEPA): $120,000
12.Submit Payment Requests To
See Article 5.
14. Description of the Project
The City of San Luis Obispo Planning & Demonstration Project will
better inform future roadway design decisions along the South Broad
Street Corridor and other high-speed arterial streets with more
focused analysis and a demonstration project to test the effectiveness
of roadway safety strategies.
This Base Phase (Pre-NEPA) of the phased grant agreement
encompasses all supplemental planning activities, preliminary design
of the demonstration project, and NEPA coordination.
13.Accounting and Appropriations Data
[insert Data]
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RECIPIENT
15. Signature of Person Authorized to Sign
___________________________________
Signature Date
Name: Whitney McDonald
Title: City Manager
FEDERAL HIGHWAY ADMINISTRATION
16.Signature of Agreement Officer
______________________________________
Signature Date
Name:
Title: Agreement Officer
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U.S. DEPARTMENT OF TRANSPORTATION
GRANT AGREEMENT UNDER THE
FISCAL YEAR 2024 SAFE STREETS AND ROADS FOR ALL GRANT PROGRAM
This agreement is between the United States Department of Transportation’s (the “USDOT”) Federal Highway
Administration (the “FHWA”) and the City of San Luis Obispo (the “Recipient”).
This agreement reflects the selection of the Recipient to receive a Safe Streets and Roads for All (“SS4A”)
Grant for the City of San Luis Obispo Planning & Demonstration Project.
The parties therefore agree to the following:
ARTICLE 1
GENERAL TERMS AND CONDITIONS
1.1 General Terms and Conditions.
(a) In this agreement, “General Terms and Conditions” means the content of the document titled “General
Terms and Conditions Under the Fiscal Year 2024 Safe Streets and Roads for All (“SS4A”) Grant
Program,”, which is available at https://www.transportation.gov/grants/ss4a/grant-agreements under
“Fiscal Year 2024.” Articles 7–30 are in the General Terms and Conditions. The General Terms and
Conditions are part of this agreement.
(b) The Recipient acknowledges that it has knowledge of the General Terms and Conditions. Recipient also
states that it is required to comply with all applicable Federal laws and regulations including, but not
limited to, the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards (2 CFR part 200); National Environmental Policy Act (NEPA) (42 U.S.C. § 4321 et
seq.); and Build America, Buy America Act (IIJA, div. G §§ 70901-27).
(c) The Recipient acknowledges that the General Terms and Conditions impose obligations on the Recipient
and that the Recipient’s non-compliance with the General Terms and Conditions may result in remedial
action, termination of the SS4A Grant, disallowing costs incurred for the Project, requiring the Recipient
to refund to the FHWA the SS4A Grant, and reporting the non-compliance in the Federal-government-
wide integrity and performance system.
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ARTICLE 2
APPLICATION, PROJECT, AND AWARD
2.1 Application.
Application Title: City of San Luis Obispo Planning & Demonstration Project
Application Date: 05/16/2024
2.2 Award Amount.
SS4A Grant Amount: $400,000
2.3 Federal Obligation Information.
Federal Obligation Type: Multiple
Obligation Condition Table
Phase the Project Allocation of the
SS4A Grant
Obligation Condition
Base Phase: Pre-
NEPA
$120,000
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Obligation Condition Table
Phase the Project Allocation of the
SS4A Grant
Obligation Condition
Option Phase 1: Final
Design
$32,000 The Recipient shall not expend any funds
(Federal or non-Federal) for, seek reimbursement
of eligible costs, or otherwise begin any part of
the final design and construction of an
Implementation Project unless and until:
(1) The requirements of the National
Environmental Policy Act (42 U.S.C. § 4321
et seq.) (“NEPA”), Section 106 of the
National Historic Preservation Act (16 U.S.C.
§ 470f) (“NHPA”), and any other applicable
environmental laws and regulations have been
met; and
(2) FHWA, or a State with applicable NEPA
Assignment authority, has approved the
NEPA document for the Project and provided
the Recipient with a written notice that the
environmental review process is complete;
and
(3) FHWA has obligated additional funds for this
phase and notified the Recipient in writing
that the Recipient may proceed to the next
activity after NEPA approval, and the
Recipient has acknowledged receipt in writing
of FHWA’s notification. Recipient shall not
proceed with any such activities until (2) and
(3) as described in this section are met. Costs
that are incurred before (2) and (3) as
described in this section are met are not
allowable costs under this agreement.
Extent of activities that are permissible before
NEPA is complete are those activities constituting
“preliminary design” as specified in FHWA Order
6640.1A.
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Obligation Condition Table
Phase the Project Allocation of the
SS4A Grant
Obligation Condition
Option Phase 2:
Construction
$248,000 The Recipient shall not expend any funds
(Federal or non-Federal) for, seek reimbursement
of eligible costs, or otherwise begin any part of
the construction or final design and construction
of an Implementation Project unless and until:
(1) The requirements of the National
Environmental Policy Act (42 U.S.C. § 4321 et
seq.) (“NEPA”), Section 106 of the National
Historic Preservation Act (16 U.S.C. § 470f)
(“NHPA”), and any other applicable
environmental laws and regulations have been
met; and
(2) FHWA, or a State with applicable NEPA
Assignment authority, has approved the
NEPA document for the Project and provided
the Recipient with a written notice that the
environmental review process is complete;
and
(3) FHWA has obligated additional funds for this
phase and notified the Recipient in writing
that the Recipient may proceed to the next
activity after NEPA approval, and the
Recipient has acknowledged receipt in writing
of FHWA’s notification. Recipient shall not
proceed with any such activities until (2) and
(3) as described in this section are met. Costs
that are incurred before (2) and (3) as
described in this section are met are not
allowable costs under this agreement.
Extent of activities that are permissible before
NEPA is complete are those activities
constituting “preliminary design” as specified
in FHWA Order 6640.1A.
2.4 Budget Period.
Base Phase Budget Period: June 1, 2025 – April 30, 2027
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Option Phase 1 (Final Design) Budget Period: April 30, 2027 – December 1, 2027
Option Phase 2 (Construction) Budget Period: December 1, 2027 – June 1, 2030
2.5 Grant Designation.
Designation: Planning and Demonstration
ARTICLE 3
SUMMARY PROJECT INFORMATION
3.1 Summary of Project’s Statement of Work.
Planning and Demonstration Narrative:
Recently, the City has seen a dramatic increase in traffic collision fatalities, disproportionally impacting
walkers and bikers along roadways, including the South Broad Street Corridor. The City of San Luis
Obispo Planning & Demonstration Project will supplement the work already done on the City’s in-
progress Vision Zero Plan. This project aims to better inform future roadway design decisions along the
South Broad Street Corridor and other high-speed arterial streets, with more focused analysis of the
safety issues and community concerns, as well as a demonstration project to test the effectiveness of
roadway safety strategies to protect all road users. As part of its supplemental planning, the City will
conduct a comprehensive safety assessment, including a detailed analysis of the collision history; a
roadway safety audit; expanded data collection; and stakeholder engagement. The demonstration project
will use “quick build” materials such as striping and flex posts to test roadway safety strategies
identified through public outreach including (1) enhanced bicycle lanes, (2) corner bulb-outs, (3)
temporary medians or left-turn provisions and/or prohibitions to control access, (4) road diet elements,
and (5) speed feedback signs. Enhanced bike lane and road diet elements will not reduce lane/vehicle
capacity. Findings from the planning and demonstration activities will be summarized in a publicly
available report and incorporated into the Vision Zero Action Plan.
The project will be completed in three phases.
Base Phase: Pre-NEPA: This phase will include a comprehensive safety assessment (which will involve
a detailed analysis of the collision history, a roadway safety audit, expanded data collection, and
stakeholder engagement), the preliminary design of the demonstration project, and NEPA activities.
Option Phase 1: Final Design, Right-of-Way, and Utility Relocation: This phase will advance the
preliminary design identified in the Base Phase to a final design level. The demonstration project will
remain within the City-owned right-of-way and avoid utility relocation. Additionally, this phase will
include any necessary pre-installation ‘before’ data collection for monitoring and evaluation of the
demonstration project.
Option Phase 2: Construction: This phase will include all construction activities, post-installation ‘after
data collection for monitoring and evaluation, and the preparation of summary report documentation for
the demonstration project.
3.2 Project’s Estimated Schedule.
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Demonstration Activity Schedule
Milestone Schedule Date
Planned NEPA Completion Date: April 30, 2027
Planned Construction Substantial
Completion and Open to Public Use Date:
January 1, 2029
Planned SS4A Final Report Date: June 1, 2030
Supplemental Planning Schedule
Milestone Schedule Date
Planned Final Plan Publicly Available
Date:
April 30, 2027
Planned SS4A Final Report Date: June 1, 2030
3.3 Project’s Estimated Costs.
(a) Eligible Project Costs
Eligible Project Costs
SS4A Grant Amount: $400,000
Other Federal Funds: $0
State Funds: $0
Local Funds: $100,000
In-Kind Match: $0
Other Funds: $0
Total Eligible Project Cost: $500,000
(b) Cost Classification Table – For Planning and Demonstration Grants with demonstration activities
and Implementation Grants Only
Cost Classification Total Costs
Non-SS4A
Previously
Incurred
Costs
Eligible
Costs
Architectural and engineering fees $210,000 $0 $210,000
Construction $290,000 $0 $290,000
Project Total $500,000 $0 $500,000
(c) Indirect Costs
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Indirect costs are allowable under this Agreement in accordance with 2 CFR part 200 and the
Recipient’s approved Budget Application. In the event the Recipient’s indirect cost rate changes, the
Recipient will notify FHWA of the planned adjustment and provide supporting documentation for such
adjustment. This Indirect Cost provision does not operate to waive the limitations on Federal funding
provided in this document. The Recipient’s indirect costs are allowable only insofar as they do not cause
the Recipient to exceed the total obligated funding.
ARTICLE 4
CONTACT INFORMATION
4.1 Recipient Contact(s).
Dana Ebe
Transportation Planner/Engineer
City of San Luis Obispo
919 Palm Street
San Luis Obispo, CA 93401
(805)781-7310
debe@slocity.org
Bryan Wheeler
Transportation Planner/Engineer
City of San Luis Obispo
919 Palm Street
San Luis Obispo, CA 93401
(805)781-7178
bwheeler@slocity.org
4.2 Recipient Key Personnel.
Name Title or Position
Dana Ebe Transportation Planner/Engineer
Bryan Wheeler Transportation Planner/Engineer
Adam Fukushima Active Transportation Manager
4.3 USDOT Project Contact(s).
Safe Streets and Roads for All Program Manager
Federal Highway Administration
Office of Safety
HSSA-1, Mail Stop: E71-117
1200 New Jersey Avenue, S.E.
Washington, DC 20590
202-366-2822
SS4A.FHWA@dot.gov
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and
Agreement Officer (AO)
Federal Highway Administration
Office of Acquisition and Grants Management
HCFA-42, Mail Stop E62-310
1200 New Jersey Avenue, S.E.
Washington, DC 20590
202-493-2402
HCFASS4A@dot.gov
and
Division Administrator – California
Agreement Officer’s Representative (AOR)
650 Capitol Mall, Ste. 4-100
Sacramento, CA 95814
(916) 498-5001
elissa.konove@dot.gov
and
Maria Bhatti
California Division Office Lead Point of Contact
Safety Program Manager
650 Capitol Mall, Ste. 4-100
Sacramento, CA 95814
916-498-5002
maria.bhatti@dot.gov
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ARTICLE 5
USDOT ADMINISTRATIVE INFORMATION
5.1 Office for Subaward and Contract Authorization.
USDOT Office for Subaward and Contract Authorization: FHWA Office of Acquisition and Grants
Management
SUBAWARDS AND CONTRACTS APPROVAL
Note: See 2 CFR § 200.331, Subrecipient and contractor determinations, for definitions of subrecipient
(who is awarded a subaward) versus contractor (who is awarded a contract).
Note: Recipients with a procurement system deemed approved and accepted by the Government or by
the Agreement Officer (the “AO”) are exempt from the requirements of this clause. See 2 CFR 200.317
through 200.327. Note: This clause is only applicable to grants that do not include construction.
In accordance with 2 CFR 200.308(f)(6), the recipient or subrecipient shall obtain prior written approval
from the USDOT agreement officer for the subaward, if the subaward activities were not proposed in the
application or approved in the Federal award. This provision is in accordance with 2 CFR 200.308 (f)
(6) and does not apply to procurement transactions for goods and services. Approval will be issued
through written notification from the AO or a formal amendment to the Agreement.
The following subawards and contracts are currently approved under the Agreement by the AO. This list
does not include supplies, material, equipment, or general support services which are exempt from the
pre-approval requirements of this clause.
5.2 Reimbursement Requests
(a) The Recipient may request reimbursement of costs incurred within the budget period of this agreement
if those costs do not exceed the amount of funds obligated and are allowable under the applicable cost
provisions of 2 C.F.R. Part 200, Subpart E. The Recipient shall not request reimbursement more
frequently than monthly.
(b) The Recipient shall use the DELPHI iSupplier System to submit requests for reimbursement to the
payment office. When requesting reimbursement of costs incurred or credit for cost share incurred,
the Recipient shall electronically submit supporting cost detail with the SF-270 (Request for Advance
or Reimbursement) or SF-271 (Outlay Report and Request for Reimbursement for Construction
Programs) to clearly document all costs incurred.
(c) The Recipient’s supporting cost detail shall include a detailed breakout of all costs incurred, including
direct labor, indirect costs, other direct costs, travel, etc., and the Recipient shall identify the Federal
share and the Recipient’s share of costs. If the Recipient does not provide sufficient detail in a request
for reimbursement, the Agreement Officer’s Representative (the “AOR”) may withhold processing
that request until the Recipient provides sufficient detail.
(d) The USDOT shall not reimburse costs unless the AOR reviews and approves the costs to ensure that
progress on this agreement is sufficient to substantiate payment.
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(e)In the rare instance the Recipient is unable to receive electronic funds transfers (EFT), payment by
EFT would impose a hardship on the Recipient because of their inability to manage an account at a
financial institution, and/or the Recipient is unable to use the DELPHI iSupplier System to submit
their requests for disbursement, the FHWA may waive the requirement that the Recipient use the
DELPHI iSupplier System. The Recipient shall contact the Division Office Lead Point of Contact for
instructions on and requirements related to pursuing a waiver.
(f) The requirements set forth in these terms and conditions supersede previous financial invoicing
requirements for Recipients.
ARTICLE 6
SPECIAL GRANT TERMS
6.1 SS4A funds must be expended within five years after the grant agreement is executed and
DOT obligates the funds, which is the budget period end date in section 10.3 of the Terms and
Conditions and section 2.4 in this agreement.
6.2 The Recipient demonstrates compliance with civil rights obligations and nondiscrimination
laws, including Titles VI of the Civil Rights Act of 1964, the Americans with Disabilities Act
(ADA), and Section 504 of the Rehabilitation Act, and accompanying regulations. Recipients
of Federal transportation funding will also be required to comply fully with regulations and
guidance for the ADA, Title VI of the Civil Rights Act of 1964, Section 504 of the
Rehabilitation Act of 1973, and all other civil rights requirements.
6.3 SS4A Funds will be allocated to the Recipient and made available to the Recipient in
accordance with FHWA procedures.
6.4 The Recipient of a Planning and Demonstration Grant acknowledges that the Supplemental
Action Plan will be made publicly available and agrees that it will publish the final
Supplemental Action Plan on a publicly available website.
6.5 The Recipient of a Planning and Demonstration Grant that involves a demonstration activity
agrees to provide an assessment of each demonstration activity and update the existing Action
Plan, which will incorporate the information gathered in the Action Plan’s list of projects or
strategies and/or inform another part of the existing Action Plan. The Recipient also agrees
that demonstration activities are temporary in nature and must be removed and/or ended
following the conclusion of the project if the assessment of the demonstration activities does
not affirm that the activities provide safety benefits.
6.6 The Recipient acknowledges that it is required to conduct certain environmental analyses and
to prepare and submit to FHWA, or State with applicable NEPA Assignment authority,
documents required under NEPA, and other applicable environmental statutes and regulations
before the Government will obligate funds for Option Phase 1 under this agreement and
provide the Recipient with a written notice to proceed with Option Phase 1.
6.7 The Government’s execution of this agreement does not in any way constitute pre-approval or
waiver of any of the regulations imposed upon Recipient under the applicable Federal rules,
regulations and laws regarding SS4A projects undertaken in accordance with the terms and
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conditions of this agreement. The Recipient shall comply with all applicable Federal
requirements before incurring any costs under this agreement.
6.8 There are no other special grant requirements.
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ATTACHMENT A
PERFORMANCE MEASUREMENT INFORMATION
Study Area: Supplemental planning activities will occur on the South Broad Street Corridor from High Street
to City Limits (near Farmhouse Lane). The demonstration project is a focused section between South Street and
Orcutt Road.
Baseline Measurement Date: January 1, 2028
Baseline Report Date: March 1, 2028
Table 1: Performance Measure Table
Measure Category and Description
Measurement
Frequency and
Reporting
Deadline
Safety Performance
[for Implementation Grants
and Planning and
Demonstration Grants with
demonstration activities]
Fatalities: Total annual fatalities in the
project location(s)
Annually and
within 120 days
after the end of the
period of
performance
Safety Performance
[for Implementation Grants
and Planning and
Demonstration Grants with
demonstration activities]
Serious Injuries: Total annual serious
injuries in the project location(s) [if
available]
Annually and
within 120 days
after the end of the
period of
performance
Safety Performance
[for Implementation Grants
and Planning and
Demonstration Grants with
demonstration activities]
Crashes by Road User Category: Total
annual crashes in the project location(s)
broken out by types of roadway users
involved (e.g., pedestrians, bicyclists,
motorcyclist, passenger vehicle occupant,
commercial vehicle occupant)
Annually and
within 120 days
after the end of the
period of
performance
Costs
[for all Grants]
Project Costs: Quantification of the cost
of each eligible project carried out using
the grant
Within 120 days
after the end of the
period of
performance
Outcomes and Benefits
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Measure Category and Description
Measurement
Frequency and
Reporting
Deadline
[for Implementation Grants
and Planning and
Demonstration Grants with
demonstration activities]
Quantitative Project Benefits:
Quantification of evidence-based projects
or strategies implemented (e.g., miles of
sidewalks installed, number of pedestrian
crossings upgraded, etc.)
Within 120 days
after the end of the
period of
performance
Outcomes and Benefits
[for Implementation Grants
and Planning and
Demonstration Grants with
demonstration activities]
Qualitative Project Benefits: Qualitative
description of evidence-based projects or
strategies implemented (e.g., narrative
descriptions, testimonials, high-quality
before and after photos, etc.)
Within 120 days
after the end of the
period of
performance
Outcomes and Benefits
[for Implementation Grants
and Planning and
Demonstration Grants with
demonstration activities]
Project Location(s): GIS/geo coordinate
information identifying specific project
location(s)
Within 120 days
after the end of the
period of
performance
Lessons Learned and
Recommendations
[for all Grants]
Lessons Learned and Recommendations:
Description of lessons learned and any
recommendations relating to future
projects or strategies to prevent death and
serious injury on roads and streets.
Within 120 days
after the end of the
period of
performance
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ATTACHMENT B
CHANGES FROM APPLICATION
Describe all material differences between the scope, schedule, and budget described in the application and the
scope, schedule, and budget described in Article 3. The purpose of Attachment B is to clearly and accurately
document any differences in scope, schedule, and budget to establish the parties’ knowledge and acceptance of
those differences. See Article 11 for the Statement of Work, Schedule, and Budget Changes. If there are no
changes, please insert “N/A” after “Scope,” “Schedule,” or “Budget.” If there are changes to the budget, please
complete the table below. Otherwise, leave the table below blank.
Scope: N/A
Schedule: The grant agreement extends the timeline outlined in the grant application to allow adequate time for
administering a phased grant agreement for the supplemental planning and demonstration project. This
encompasses NEPA coordination, as well as project monitoring, evaluation, reporting, and closeout, all while
ensuring compliance with the required 60-month performance period.
Budget: Although the total budget for planning and demonstration activities remains unchanged between the
grant application and the grant agreement, the grant agreement (as shown on the revised SF424A) reallocates
some of the budget categories to cover the engineering costs associated with NEPA, preliminary design and
final design.
The table below provides a summary comparison of the project budget.
Fund Source
Application Section 3.3
$ % $ %
Previously Incurred Costs
(Non-Eligible Project Costs)
Federal Funds $0 -$0 -
Non-Federal Funds $0 -$0 -
Total Previously Incurred Costs $0 -$0 -
Future Eligible Project Costs
SS4AFunds $400,000 80% $400,000 80%
Other Federal Funds $0 -$0 -
Non-Federal Funds $100,000 20% $100,000 20%
Total Future Eligible Project
Costs $500,000 100% $500,000 100%
Total Project Costs $500,000 100% $500,000 100%
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ATTACHMENT C
[RESERVED]
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ATTACHMENT D
[RESERVED]
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ATTACHMENT E
LABOR AND WORKFORCE
1. Efforts to Support Good-Paying Jobs and Strong Labor Standards
The Recipient states that rows marked with “X” in the following table align with the application:
The Recipient or a project partner promotes robust job creation by supporting
good-paying jobs directly related to the project with free and fair choice to join
a union. (Describe robust job creation and identify the good-paying jobs in the
supporting narrative below.)
The Recipient or a project partner will invest in high-quality workforce training
programs such as registered apprenticeship programs to recruit, train, and retain
skilled workers, and implement policies such as targeted hiring preferences.
(Describe the training programs in the supporting narrative below.)
The Recipient or a project partner will partner with high-quality workforce
development programs with supportive services to help train, place, and retain
workers in good-paying jobs or registered apprenticeships including through
the use of local and economic hiring preferences, linkage agreements with
workforce programs, and proactive plans to prevent harassment. (Describe the
supportive services provided to trainees and employees, preferences, and
policies in the supporting narrative below.)
The Recipient or a project partner will partner and engage with local unions or
other worker-based organizations in the development and lifecycle of the
project, including through evidence of project labor agreements and/or
community benefit agreements. (Describe the partnership or engagement with
unions and/or other worker-based organizations and agreements in the
supporting narrative below.)
The Recipient or a project partner will partner with communities or community
groups to develop workforce strategies. (Describe the partnership and
workforce strategies in the supporting narrative below.)
The Recipient or a project partner has taken other actions related to the Project
to create good-paying jobs with the free and fair choice to join a union and
incorporate strong labor standards. (Describe those actions in the supporting
narrative below.)
X
The Recipient or a project partner has not yet taken actions related to the
Project to create good-paying jobs with the free and fair choice to join a union
and incorporate strong labor standards but, before beginning construction of the
Project, will take relevant actions described in schedule B. (Identify the
relevant actions from schedule B in the supporting narrative below.)
The Recipient or a project partner has not taken actions related to the Project to
improve good-paying jobs and strong labor standards and will not take those
actions under this award.
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2. Supporting Narrative.
The San Luis Obispo City Council has adopted a Community Workforce Agreement with the Tri-
Counties Building and Construction Trades Council to include several large-scale Capital Improvement
Projects as key to employing local, union jobs. The City continues to employ even more community
members on the City’s largest projects that have historically been constructed by non-local contractors
using non-local workers.California prevailing wage requirements.
The South Broad Street project is smaller in scope than traditionally included in the Community
Workforce Agreement, but the City would consider its inclusion upon adoption of this agreement.
ATTACHMENT F
CRITICAL SECURITY INFRASTRUCTURE AND RESILIENCE
1. Efforts to strengthen the Security and Resilience of Critical Infrastructure against both Physical
and Cyber Threats.
The Recipient states that rows marked with “X” in the following table are accurate:
X The Recipient demonstrates, prior to the signing of this agreement, effort to
consider and address physical and cyber security risks relevant to the
transportation mode and type and scale of the activities.
The Recipient appropriately considered and addressed physical and cyber
security and resilience in the planning, design and oversight of the project, as
determined by the Department and the Department of Homeland Security.
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X The Recipient complies with 2 CFR 200.216 and the prohibition on certain
telecommunications and video surveillance services or equipment.
2. Supporting Narrative.
The project shall include all required Federal Contract language relevant to CFP 200.216 in both the
design RFP and the construction project special provisions.
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ATTACHMENT G
[RESERVED]
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City of San Luis Obispo
April 15, 2026
U.S. Department of Transportation
Office of Infrastructure Deployment
1200 New Jersey Ave, SE
Washington, DC 20590
Federal Highway Administration, CA Division
Mike Shami, PE, MP
650 Capitol Mall, Ste. 4-100
Sacramento, CA 95817
Re: Terms of Acceptance City of San Luis Obispo South Broad Street Corridor
Planning and Demonstration Project Grant Fiscal Year 2025 Safe Streets
and Roads for All (SS4A) General Terms and Condition
To Whom it May Concern:
This letter is submitted as a supplement to the City of San Luis Obispo’s (the “City’s”)
acceptance of the above-referenced grant.
On September 9, 2024, your agency provisionally awarded the City of San Luis
Obispo (“City”) $400,000.00 under the Fiscal Year 2024 Safe Streets and Roads for All
(SS4A) Grant. The original grant agreement was executed by the City and then later
updated by DOT with additional terms that incorporated by reference the current SS4A
FY2025 general terms and conditions.
Certain proposed certification language contained in federal grant applications and/or
the general terms and conditions for federal grants, which are incorporated by reference
into the terms and conditions of the grants, have now been determined to be unlawful,
and therefore unenforceable, by various courts.1 The City of San Luis Obispo therefore
presumes that grant acceptance is not conditioned on acceptance of terms adjudicated
to be unlawful. Those terms include:
1 City and County of San Francisco, et al., v. Trump, et al. (N.D. Cal) Case No. 25-cv-01350-WHO; King
County, et al. v. Scott Turner, et al. (W.D. Wa.) Case No. 2:25-cv-814-BJR; County of Santa Clara, et al.
v. Noem, et al. (N.D. Cal.) Case No. 25-cv-08330-WHO.
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City of San Luis Obispo, Title, Subtitle
Section 27.2 – Federal Law and Public Policy Requirements – of the current version of
the SS4A FY2025 general terms and conditions:
(a) The Recipient shall ensure that Federal funding is expended in full
accordance with the United States Constitution, Federal law, and statutory and
public policy requirements: including but not limited to, those protecting free
speech, religious liberty, public welfare, the environment, and prohibiting
discrimination.
(b) Pursuant to Executive Order 14173, Ending Illegal Discrimination And
Restoring Merit Based Opportunity, the Recipient agrees that its compliance in all
respects with all applicable Federal anti-discrimination laws is material to the
government’s payment decisions for purposes of section 3729(b)(4) of title 31,
United States Code.
(c) Pursuant to Executive Order 14173, Ending Illegal Discrimination And
Restoring Merit Based Opportunity, by entering into this agreement, the Recipient
certifies that it does not operate any programs promoting diversity, equity, and
inclusion (DEI) initiatives that violate any applicable Federal anti-discrimination
law.
(d) The failure of this agreement to expressly identify Federal law applicable to
the Recipient or activities under this agreement does not make that law
inapplicable.
The City expressly does not contractually agree to be subject to any provisions
determined to be unconstitutional, unlawful and/or unenforceable by any court of
competent jurisdiction and accepts this grant on the express understanding that each of
the above terms and conditions that the courts have determined to be unlawful and
unenforceable are not a part of and are excluded from the City’s acceptance of this
grant, specifically including sections 27.2 (a) through (d) of the SS4A FY 2025 general
terms and conditions and those terms referenced above.
The City greatly appreciates the grant of these funds which will be used to update and
improve safety on the City’s major traffic thoroughfare of South Broad Street. The City
looks forward to the opportunity to partner with the federal government in a shared effort
to serve the public interest.
Sincerely,
J.Christine Dietrick
City Attorney
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